STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of January 24, 2023
TO: Mayor Walker-Griffin and Members of the City Council VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Award of an Annual Janitorial Services Contract to Kleen-Tech in the Amount of $150,504 Annually for City Facilities RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to execute an annual contract with Kleen-Tech in the amount of $150,504 per year for janitorial services for City facilities.
FISCAL IMPACT:
Funding for this contract was included in the Facilities Maintenance Fund in the FY 22-23 Adopted Budget. It will supplant the current $21,862 annual contract with Trinity Building Services which provides janitorial services for City Hall and the Police Department Administration/Patrol. Public Works staff who currently perform janitorial duties at other City facilities which will be covered by this contract will be reassigned to backlogged facility maintenance work. Their level of effort and department priorities will be evaluated moving forward and any proposed changes in assignment to other functional areas (i.e. sewer, street, landscaping, etc..) will be addressed as part of the FY 23-24 annual budget process to capture any changes in the Department’s employee cost allocation. Staffing of part-time workers in the Parks and Recreation Department who perform janitorial work will be evaluated and adjusted as appropriate to account for the provision of this service.
DISCUSSION:
A Request For Proposal (RFP) for janitorial services was advertised in the West County Times on September 26 and October 3, 2022, and in 5 regional plan rooms. Three proposals were received by the due date of October 18, 2022, as shown in the table below:
No.
Proposal Name
Proposal Amount
1 Kleen Tech
$202,388
2 UBS
$235,230
3 Karla’s Janitorial
$240,120
Kleen Tech’s proposal was significantly lower in cost than the other 2 received, so staff proceeded to check their references, which were very positive. Kleen Tech has been in business since 1993, have over 1,500 employees, currently serve other public agencies, and while they are headquartered in Colorado they have managers situated in the region who perform on-site quality assurance/quality control and can meet regularly City staff to discuss their company’s performance.
Given the budget amount of $150K for this work, City staff proceeded to negotiate with Kleen Tech to reduce their cost. This was accomplished by reducing the janitorial service from 7 days a week to 5 days a week in the Senior Center and Community Center. Additionally, the Corp Yard, Ohlone Community Center, Foxboro Community Center, and Samara Terrace were removed from their proposal and will continue to be serviced by City staff. Lastly, after discussing the City’s facilities in detail with staff, Kleen Tech lowered their cost at the Senior Center and Community Center significantly in order to meet the budgeted amount (Att #2).
Kleen Tech’s revised proposal will provide full janitorial services to the most utilized City facilities including City Hall, Police Department Administration/Patrol, Senior Center, Library, Community Center, Swim Center, Teen Center, Hanna Ranch Kidz Center, Lupine Kidz Center, and Ohlone Kidz Center (Att #3). Given current staffing levels in Public Works and competing priorities associated with the broad span of responsibility of the Department, awarding a contract to Kleen Tech will ensure there are dedicated resources to consistently perform janitorial work while providing capacity for City staff to relieve backlogged facility maintenance work and the flexibility to reassign resources when needed, such as storm response.
ATTACHMENTS:
Resolution
January 6 Letter from Kleen-Tech
Scope of Work
Date Page 1